Clinician Administrator RAAPS 2.1 P4Clogin.com

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1 RAAPS 2.1 P4Clogin.com

2 Password Reset Access the system by going to Accessing the System A P4C team member or your administrator will set up an account for you with an assigned user name and password. The first time you login to the System, you will be prompted to change your password. Your new password has to meet HIPAA requirements. If the requirements are not met when you create your password, there will be an exclamation point in the New Password box, and you will be required to enter another password. At this time, you will also need to select and answer three security questions, which will be used to reset your password if forgotten. You will only have to answer two of the three questions correctly in order to reset your password. Be sure to type in the answer to your security question carefully. This field is case sensitive.

3 User Admin Clinician Administrator Administrator Password Reset for Users If a user forgets the answer to their security questions, or types in the answer incorrectly, a site administrator from your organization will need to reset their password. Passwords are reset by going to User Management then User Administration in the blue menu panel, selecting the user, and clicking on the edit profile icon Reset the password and then click save. After a password has been reset, upon logging into the system again, the user will be prompted to create a new password.

4 As Clinician Administrator, you will have the following menu options (see picture on left). Using these options, you will have the ability to add new organizational users and students to your database. A user is defined as anyone that will have access to the system. Users User Role Definitions and Database Access Student Term defining any youth that will be accessing services within your setting youth, teen, patient, client, student, etc. Student users have access to complete an assigned assessment, review corresponding health messages, text reminders and goals. Student Admin Term defining support staff. Student admin users have access to create new students, schedule appointments and print completed student assessments. Outside Referral Term defining any outside referral source. Outside referral users have access to only the information included in the referral form for the students they are referred. Site Admin Term defining administrators of the system. Site Admin users have access to customize health messages, assign additional organizational users, maintain an up to date active user list, create new students, schedule appointments, and view reports. Clinician Term defining interdisciplinary clinical staff. Clinician users have access to student dashboards, review and edit of completed surveys, goals and text reminders, schedule referrals and follow up appointments, add new students, and view reports. Clinician Admin Term defining a user that is both a clinician and an administrator. This user has access to both Site Admin and Clinician roles.

5 Upon opening the User Administration screen: User Listing 1. If your organization already has users in the system, they will appear under User Management then User Administration. If this is your first time logging in, the user listing will appear with no information in it. 2. If the users are active, they will appear with active in the status column. 3. There is no limit to the number of users you can create. If a user is no longer active in your organization, you should immediately change their status to inactive by editing their profile. This will deactivate their login ID and password. Be sure to save the changes and check that their status was updated in the status column on the user listing. 4. Do not replace a user in this list with someone else s information, always change their status to inactive and create a new user.

6 Adding Users Adding Users Clinician Administrator 1. Click Add User button, located on the far right, to create new organizational users. 2. Do not create generic organizational users this is not HIPAA compliant. Be sure to assign the correct role for each of your organizational users: See previous page (4) for role description and levels of access. 3. Enter the required fields (identified by asterisks) and assign a username (login ID). We recommend using the users address as your P4C login. The new user will be required to change their password at their initial login, a default password is assigned by the system. 4. If you have multiple locations within your organization and rotating staff, you can assign multiple locations by checking on the boxes. 5. Once all of the required fields are completed, click save.

7 There are two options to access RAAPS and ACT in the 2.1 system (your organization has already selected one of these options) Student/Patient Portal Student logs into the system on their own and creates a unique password. They are able to login and access the health education again following their visit. Options to Accessing RAAPS or ACT Upon adding a new student to the system, a form will populate allowing you to print and give it to students to aide in their login: website, username and temporary password will be included on the form. The student may use any internet enabled device (even their own smartphone) to login. The student will be required to change their password upon first login and answer one security question that they can answer if they forget their password in the future. Once logged in, the student completes the RAAPS or ACT assessments and is re-directed to the login page (student dashboard) to review their individualized health messages and action plans. The student may login again following their visit to review health messages, click on live links in the messages, and update progress on their goals (if goals were created with a health professional). Staff Assisted Login Staff logs into the system and provides device to student to complete the assessment. The student has no ability to login to the system again at a later date. Upon adding a new student to the system, a form will populate with that student s username and password. If the student already exists, the username can be found in the student profile. This information is used by a staff member to login on an internet enabled device, to access that individual student s assessments. Once the staff member logs in with the student information, the device should be given to the student/patient to complete the RAAPS or ACT assessment. Once completed, the student will be re-directed to the login page (student dashboard) to review individualized health messages and action plans. The student will not have access to login to the system to review their health messages again following this visit.

8 To add a student to your database, click on Student Management then Student Administration from the blue menu on the left hand side. 1. Click the Add Student button on the right side. 2. Enter the required fields identified by the asterisks. The new student will be required to change their password at their initial login, a default password is assigned by the system. 3. When all fields are completed, click Save to add the student. Adding a Student 4. When a student is successfully saved a pop-up will appear with their login information. This can be printed and given to the student to assist with their first login.

9 Important Information Regarding Adding Students: Adding a Student Registration information will not be saved unless all the required fields have been completed. A Student ID (alpha and/or numeric) will need to be created for each student. This number must be unique. Many organizations use medical record, student ID or billing ID numbers. You have the option to schedule an assessment when adding a new student.

10 Open the Student Assmt Summary in the menu to easily access a students profile, and complete any of the following actions: Student Assessment Summary (folder) student detail (bust) edit profile (calendar) schedule an assessment Icon definitions: (pad & pencil) review an assessment (printer) print an assessment (pencil) change clinician (trash can) delete an assessment

11 Assessment Mngmt - Health Messages 1. Assessment Listing allows you to review the RAAPS questions and corresponding health messages. 2. You have the option to add your own additional health messages to each question on each RAAPS assessment at each of your locations. These messages are created by your organization and may include specific resources within your organization or surrounding community. 3. Begin by selecting the pad & pencil icon next to the assessment you would like to add messages to.

12 Click on the question you would like to add the additional message to. Add your messages, then click the blue save button. Assessment Mngmt - Health Messages

13 Clinician Dashboard When you log in to the system, you will see your Clinician Dashboard. The orange tabs on your dashboard will show you your scheduled assessments for today and also upcoming. The Assigned Students tab includes any students who have been assigned to you as their clinician. Any assessments that need to be reviewed will appear on this list. You will see a graph of your assigned population who have completed RAAPS assessments and responded positive to the questions within each risk category.

14 Open the Assigned Students tab and find the student you will be meeting with. A search bar is located at the top right of this list and any identifying information can be used to search. Review a completed assessment by clicking on the pad & pencil icon. To view the individual Student Dashboard click on the student detail icon. From this page any of the following actions can be completed: (folder) student detail Icon definitions: (pad & pencil) review an assessment Clinician Dashboard - Assigned Students List (bust) edit profile (calendar) schedule an assessment (printer) print an assessment (pencil) change clinician (trash can) delete an assessment

15 Once you have opened a student detail, your view will be of that individual student s dashboard. The RAAPS Summary tab on the Student Dashboard will be a snapshot view of the student s risk history by category of risk - appearing as a line graph and table for your review. These will populate based on the number of RAAPS assessments that student has completed. Student Dashboard

16 On the Student s Dashboard under the Assessments tab is a list of RAAPS or ACT assessments awaiting your review. The status column will reflect whether the assessment has been scheduled (assigned) to or completed by the student. When the assessment has been completed by the student, click on the pencil and pad icon to view their responses. Student Dashboard

17 This is the view of the completed RAAPS assessment. Positively answered questions will appear at the top of each of the sections with an exclamation asterisk next to the question title. Reviewing Completed Assessment The RAAPS questions on the completed assessment have been assigned a color based on their potential for negative outcomes in the student s immediate future. Orange labeled questions have the greatest potential for negative outcomes, followed by blue, and then purple. Level of risk for each identified behavior should be determined by the clinician (regardless of color) with counseling, referrals and follow up provided as needed.

18 Reviewing Completed Assessment During review with the student, you have the ability to update their answer, add notes or change a risk level from unrated to low, moderate, or high. The health messages that appear with each question can be used to support your discussion. Clicking save will save any notes or changes you made as you are working through the assessment. The orange return button will take you back to the student s completed RAAPS assessment. Add assessment notes here Add individual response notes here

19 To electronically sign off on an assessment, click the approve button. Once the assessment is approved you cannot make any additional changes. If you are not yet ready to approve, select the reviewed button. This will take you back to the Student s Dashboard and the status in the Assessment tab will change to reviewed. You may return at any time to complete your documentation and approve the assessment. All assessments can be found in the Assessments tab on the Student Dashboard. To view the report for a completed assessment click on the printer icon. This report will reflect all updates, assessed risks, and notes and can be printed or saved as a PDF and uploaded into your organization s EHR system.

20 Printing and Reassigning an Assessment You will have the ability to edit assigned RAAPS or ACT assessments to: change the clinician, delete incorrectly assigned assessments, and print completed assessments. These actions can be completed by going to Student Management, Student Assmt Summary and clicking on the Assmt Actions column. To edit the clinician, click on the pencil icon and change the name of the clinician assigned, to the clinician you would like to reassign the assessment to. To delete an assessment click on the garbage can. The system will ask if you are sure you want to delete the assessment click yes. To print the assessment, or save it as a PDF click the print button. If you are saving the document as a PDF change the print destination on your computer to Save as PDF. In order for the student ID, name and date of assessment to print on all pages of the RAAPS or ACT, you must enable headers and footers (check the box) to appear on your printed document. This can be done on the print page in options.

21 To add a goal for a student click on the goals tab. 1. Click the Add Goal button 2. Enter the goal and target date for completion. 3. Click Submit. Adding and Updating Goals Goals will populate in the side panel. You can update and track progress in the Update Goals panel.

22 How to schedule an appointment Scheduling an Assmt, Follow up or Referral 1. Click on the blue schedule appointment button on the left side under the student s name. 2. From the drop down menu that appears, choose assessment, follow-up, or referral. (An assessment must be completed before a follow-up or referral can be scheduled) 3. Fill in all necessary information 4. Click the blue create appointment button to save. You can also schedule an assessment, follow-up or referral from the Clinician Dashboard. 1. Click on the Assigned Students tab 2. Locate the student from your student list 3. Click on the calendar icon 4. The same pop-up window as above appears

23 Clinician Password Reset for Students If a student forgets the answer to their security question, or types in the answer incorrectly, you will need to reset their password. Passwords are reset by going to Student Management then Student Administration in your menu bar and clicking on the edit profile icon next to the student s name that needs their password reset. A window will open with a Reset Password button. A pop-up window will appear with the students temporary password. Students Accessing the System